Getting to Attend a
Conference
By
Waheedah Shabazz-El
Penn CFAR CAB Chair
U.S. Positive Women’s Network
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OVERVIEW
 What is a conference
 Who actually pays
 Misconceptions/Truths
 Three (3)ways to there
 What it means to
attend
 Where do I find
conference information
 Scholarships
 The (2) Most Important
Scholarship Questions
 The Challenge:
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A Conference is a medium where ideas are
exchanged.
 A chance to learn what
others around the
country/world are
 A chance to showcase
the work you do in the
community and the
doing in their own
communities to stop
the spread of HIV and
to assure that everyone
who needs treatment is
getting it.
work your community
is doing to address the
needs of people with
HIV/AIDS and people
at risk of contracting
HIV.
What is a Conference
#1 Misconception
A Luxury Vacation, where
some agency or
organization sends you
away and pays all of your
expenses.
Truth
 Several days of back to back
meetings, symposiums and
workshops ….. from 8:00am to
6:00pm
 Many times you may have to
come out of your own pocket if
you really want to attend.
 Rarely will anyone pay for all
of your expenses
 Sometimes you have to use
your money and then be
reimbursed.
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What is a Conference
Misconception
 A chance to go out of town
and let your hair down and
get your freak on.
Truth
 An opportunity to for you to be an
ambassador who will respectfully
represent your city, group,
organization or yourself
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What it Means to Attend a Conference
Misconception
 A chance to brag and boast
about where you have been
Truth
 A chance hear about new
break throughs in HIV
prevention, treatment and
research that you can in turn
bring back and share in your
own city, group or
organization ……..
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What it means to Attend a Conference
Misconception
 To visit the Hot Spots and
pick up some cuties.
Truth
 A chance to meet connect and
exchange ideas with other
people who want to kick this
virus in the ass.
 And get Involved!
 Though generally you may
have some free time to shop
or take a local tour.
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What it Means to Attend a
Conference
Some people feel that:
The Truth is :
 “Some agency/organization
should send me to a conference”.
 Generally organizations do Not just
send people to conferences.
 “Agencies have their picks when it
 People must apply to the
conference themselves.
comes to sending people to
conferences”.
 “I’m just not good enough to go to
a conference”.
 Sometimes organizations may
support a staff person.
 Anyone can attend ….but you must
be willing to do some of the
footwork.
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Where do I Find Out About Conferences?
Check the announcement boards at all agencies
where you go for service.
 Check the announcements boards in the AIDS
Library (if you’re in Philly)
 Collect information at tabling events.. read
them & visit their websites.
 Ask your Case Manager
 Ask about conferences in support groups
 Go to the internet
 Join the PWN
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Going on the Internet to find HIV
Conferences:
Go to: www.google.com
Type in 2011 HIV Conferences
Type in 2011 Minority HIV Conferences
Type in 2011 Women HIV Conference
Type in 2011 MSM HIV Conferences
Type in 2011 Trans Gender Conferences
Type in 2011 HIV and Prison Conferences
Type in a specific organizations website like “National
Association of People with AIDS
 www.napwa.com
 www.nmac.com
 www.womenhiv.org
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1. Search the site for:
2. Calendar of events
3. Select a conference
4. Save the Page to your favorites
5. Print or download the Scholarship
Registration
6. Pay attention to the dead lines.
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One Way to Attend is:
Present a Workshop or Poster Presentation
 Every conference puts out a “call for abstracts”
 An abstract is a (short paragraph) describing
what your workshop or poster presentation
will be about.
 Make certain your presentation relates to
the theme of the conference.
 You can always make the actual presentation or
poster at a later date.
 Submit your proposal before the deadline.
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Another Way to Attend:
Apply for a Media Registration
 If you are affiliated or write articles for a local or
national paper, radio, TV
 Even if you submit articles to a newsletter you may
be able to apply for a Media Registration
 Join the Prison Health Newsletter Team or the
Support Center for Prison Advocacy
 Start your own Newsletter or Blog Page
 Write letter s to the Editor of a local/national
paper.
NOTE: A Media registration will only get you in the conference: You
still may have to arrange for your travel and lodging.
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Another Way to Attend:
APPLY for a Conference Scholarship
 Some conferences will offer full scholarships which
include registration, airfare and lodging.
 Many conferences offer partial scholarships that may
only include registration and lodging.
 If this is the case you will have to arrange
your own travel.
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Where do I Get the Travel Money?
 Pay out of pocket…you may be reimbursed
upon arrival. (pre-arranged agreement)
 Once you receive your scholarship ask an
organization or agency where you
volunteer/work ..to assist you with your travel.
 Ask your religious fellowship
 Ask family and friends for help.
 Start a fundraiser; selling chances or bake sales,
art, braid hair, babysit, landscaping, tutoring,
etc
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Even if you get awarded a
partial scholarship ...some
conference scholarship
committees will not even book
your hotel room until you show
them that you have made your
travel arrangements.
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Remember:
Scholarships are a
Competition!
You must be able to
make the work you
do on behalf of your
community
STAND
OUT!
The (2) Most Important Questions asked on
Scholarship Applications
1. Explain the work you do
for your community?
2. Explain how you and
your community will
benefit from your
attendance at this
conference ?
Explain the work you do for your
community?
 Facilitate support group
 Member of Planning Council
 Block Captain
 Member of Positive Committee
 CAB Member
 Start my own support group
 Work at the clothing bank
 Walk with a team in the AIDS
Walk
 Help with HIV Ministry in my
place of worship
 Member of the CPG
 Volunteer history
 Skills sharing
 Peer Education
 Work with prison groups
If you have difficulty answering
this question
…ask yourself what are some
next steps for you?
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Explain how you and your community will
benefit from your attendance at this
conference
 “I will share the information I learn at the
conference with”………….
 “I will share it by”……………….
 ………………………………………………………………
If you have difficulty answering this question
…ask yourself what are some next steps for you?
 If you need help putting the words together,
ask for help.
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Re-CAP :
How to get to a Conference
Check Boards at all agencies
Check boards at the AIDS Library
Collect and read info from tabling events
Ask you case manager
Search
for the conference you are
interested in.
6. Look for calendar of events
7. Click onto the scholarship application.
8. Submit your completed scholarship application
or abstract before the deadline
1.
2.
3.
4.
5.
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Joining National Networks will give you
an edge.
 Conference Scholarship Committees give preference
to members of their networks.
 You may want/have to become a member of their
network by sending in a donation or a membership
fee.
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Penn CFAR CAB Members at NAPWA
If the conference is in your City
Volunteer to join the Host Committee
Volunteer to pack conference bags, work the registration desk, collect
evaluations, be a local tour guides or do shifts in the PWA Lounge.
In exchange for your time and services you get to attend the
conference and the exhibition halls for free.
You will not need a hotel room, since you’ll be coming from home.
You will be able to bring your own snacks from home.
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If you are traveling to a conference
you will need:
Conference Registration
Valid Identification
Passport if you plan to travel
outside of the US
Transportation…..Air, Train or
Bus
Ground Transportation… once
you arrive …Taxi, Shuttle, or
Metro fare
Lodging……hotel/ hostel or with
friends /family
If you stay at a hotel you may
need a Debit or Credit Card to
check in ...just for room
incidentals
Meals………some (but not all)
meals may be supplied by the
conference.
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Make Yourself Conference Ready……
by working for your community.
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A Conference is:
A way for you to showcase what you are
involved in your community.
A way to meet people from other parts of the
country/world who are working on similar
projects
A Conference is:
A way to get yourself re-energized; knowing that
you are not alone in your work.
A way to obtain information to bring back to better
your community
Make yourself conference ready by
working For Your Community.
Thank you for your
Attention:
Waheedah Shabazz-el
iamshabazz@yahoo.com
Teresa Sullivan
teresa@fight.org
www.womenhiv.org
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